Tenant Engagement Coordinator

Hines•Toronto, IA

1d•CA$55,800 - CA$69,800•Onsite

About The Position

When you join Hines, you will embark on a career journey fueled by vision and guided by leaders who set the standards of our industry. Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies, as well as recognition as one of U.S. News & World Report’s Best Companies to Work For in 2024. Discover endless opportunities to grow and make your mark at Hines. In conjunction with the Assistant Property Manager, Property Manager and General Manager, the Tenant Services Coordinator plays a key role in maintaining a consistent and proactive tenant relationship management strategy and tenant services program. Support the property management team in the preparation and implementation of initiatives to uphold and elevate the quality and effectiveness of tenant relations strategy. This will be accomplished by maintaining positive tenant relationships through professional and effective responsiveness to all tenant inquiries in a timely matter, proactive consideration of tenant issues, and ensuring tenant expectations/lease expectations are being consistently met.

Requirements

High School Diploma, Post-Secondary diploma or degree is preferred
Outgoing, friendly and customer-service focused, with exceptional listening and questioning skills
Resourceful team player whose integrity will build strong and trusting relationships with tenants and teammates
Strong self-confidence, positive outlook, personal responsibility, and reliability
Highly motivated self-starter, “can-do” attitude, high sense of urgency and ability to work under pressure
Speak with others using clear and professional language, prepare and review written documents accurately and completely, and answer telephones using appropriate etiquette
Due to the work environment and clientele the candidate must be cultured in a variety of disciplines, I.e., arts & entertainment, business, culinary world, sports, etc.
Professional presentation, well-groomed
Proficient in all MS Office applications

Responsibilities

Support the property tenant relationship management program, via leadership of the Salesforce Tool
Develop, manage a tenant communications database and distribute all relevant tenant/building communications; support property management with tenant transmittal letters; tenant mailing; etc. Maintain and proactively update property website, including tenant manuals and forms.
Act as direct tenant liaison to ensure that all tenant construction activity and/or landlord work are well-coordinated, organized and proactively managed, and in fulfillment of lease obligations;
Coordinates Tenant move-in/outs, facilitate completion of checklist items and distribute checklist to management team.
Support building presentation to ensure best-in-class image is always upheld at the complex;
Provide ongoing assistance in the fulfillment, upkeep and performance metrics of property amenity resources: Conference Centre, Fitness Centre, Sky Lobby, Bike Room, Freight Elevator, FoodHall, Park, etc.
Maintain and update tenant files and vendor files, including Tenant/vendor contact list, and tenant/vendor insurance (myCOI) are complete, accurate and current
Assist the Community manager in the planning and execution of the marketing program and deliverables; Assist the Property Management team in the coordination of tenant and community special events.
Monitor loading dock log deliveries and riser room access request - coordinate information flow between security, operations, and tenant & coordinate access requests, including pass card, parking requests and service bookings;
Assist Property Manager and Project Accountant on collection efforts for tenant receivables
Assists in preparation of Quarterly Ownership Reports and Annual Plan/presentations. Assist with the processing and coding of all property operational expenses.
Meet with property management team, tenants, vendors, contractors and senior management as needed to review and provide support to resolve operational challenges and implement new initiatives;
Support & follow-up on daily tenant service requests and inquiries (e.g. Building Engines service calls and special service requests, e-mail correspondence), in a timely manner.
Other responsibilities and/or projects as assigned from time to time.